HRIS integration connects directly to your HR system to gather and verify employee data and sync it with our system.
Choosing HRIS Integration
Integrating your HRIS with Emtrain creates workflow efficiency and saves time in the following ways:
- Cuts down on manual work by combining employee data from multiple HR systems into one clean roster.
- Maps your internal terms and fields to match our format, regardless of which HR system you use.
- Automatically sends updates when employees join, leave, or change roles.
Integration via API or SFTP
Choose from two setup methods for your HRIS integration, API Key or SFTP.
Option 1: API Key (Recommended)
API integration enables direct transfer from your HRIS to Emtrain. We recommend this method because it ensures the safe exchange of information during data transfer.
Option 2: SFTP Integration
Emtrain-Provisioned
We will give you a host key for your system to authenticate before transferring data. Your system will authenticate by matching our public and private keys. Use this option if you have no API key, have data-sharing limits, or need enhanced encryption.
Client-Provisioned SFTP
You will set up the SFTP on your site to make file transfers and authenticate the data using your private keys. Use this option if you want to use your own encryption, lack API access, or have data-sharing limits.
Preparing For HRIS Integration
Connect with your internal IT team to prepare for HRIS integration. Once you confirm that your HRIS meets the requirements, Emtrain will complete your integration process.
Step One: Confirm Your HRIS Provider
If your HRIS provider isn’t listed below, contact your CSM about adding it. We currently support the following HRIS providers:
ADP
Bamboo HR
DarwinBox
Dayforce
Entra ID (Azure)
Greenhouse Onboarding
Greenhouse Recruiting
Hi Bob
icims
isolved
Lever
Namely
Oracle Fusion HCM
Paycom
Paylocity
Personio
Rippling
SailPoint
SAP Success Factors
SFTP
SurePayroll
Toast
TriNet (formerly Zenefits)
UKG
UKG Onboarding
UKG Ready
Workday API
Workday RaaS
Step Two: Review Requirements
Review and discuss your HRIS provider’s requirements with your IT team:
🔗 HRIS Integration Requirements Guide (PDF)
HRIS Integration Security
We use SOC 2 and HIPAA-compliant technology to handle your data accurately and keep it secure at all times. We limit the exposure of unauthorized employee data by specifying the data required and by preventing requests for any unapproved fields.
API keys are designed for secure business-to-business data sharing and protect your information while enabling automated updates to your training roster. When sharing your API key with Emtrain, you are granting us limited, specific access to transfer employee data between systems.
Support
Our technical team will set up your HRIS integration. If you have any questions about your integration, please reach out to your CSM.
FAQ
Q: We use an LMS for our training. Can we do an HRIS integration?
A: Yes. HRIS integration can work whether you run training through your LMS (e.g., SCORM) or we host your training. If you are running training through your LMS, then the sync file must include a field populated with the learners unique identifier issued by your LMS (Emtrain refers to this as the learner's SCORM ID).
Q: If one employee record has an error, will it affect the entire sync?
A: Yes. If a data sync pauses due to a data error, we’ll send you the details so that you can quickly resolve it. Once you correct it, the sync will resume automatically.
Q: What if I send a file with no changes?
A: The data sync only processes changes in employee information. If your file contains no updates since the last sync, we won’t sync it.
Q: Can I control the frequency of the data sync?
A: Yes. You’ll choose between the sync frequency options: daily, weekly, or monthly. This will be discussed during implementation—including the time of day the sync should run (e.g. 5am Eastern Time).
Q: Is it a problem if our HR roster fields don't match the fields in the standard template?
A: No problem; our implementation team will help map your fields to our template’s fields to match the equivalent fields on our end.
Q: Can I add custom data fields?
A: Yes you can add any number of custom fields to support your information tracking needs. We can accommodate additional data you may want to include, even if it exceeds our standard fields.
Q: Will the system track and import all changes from the previous month?
A: Yes. The system automatically gathers all employee data changes since your last sync.